Executive Assistant

3 months ago

Indianapolis, United States Kodiak Solutions Full time

Executive Assistant & Office Coordinator - Onsite Role based in Indianapolis, Indiana


Kodiak is seeking an experienced, full-time Executive Assistant & Office Coordinator able to work in a fast-paced, high-growth environment. This role will be based in our Indianapolis office and provide executive assistance to members of Kodiak’s Executive Team as assigned. Additionally, this person will also support day-to-day office operations for our Indianapolis, Indiana office. This person will report directly to the Chief Operating Officer.


KEY RESPONSIBILITIES


  • Maintain an accurate and detailed calendar for executives supported, manage incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts.
  • Maintain flexibility in managing assignments and proactively address prioritization across executives supported.
  • Organize internal and external meetings for executives supported, and those which occur in the Indianapolis office, including logistical and substantive preparation.
  • Manage all travel scheduling and arrangements for executives supported.
  • Track and reconcile monthly credit card statements and complete and submit expense reports in a timely manner.
  • Ensure consistent and efficient interaction with other executive assistants across the organization; demonstrate poise and tact under pressure and handle matters with sound judgement and confidentiality.
  • Manage the Indianapolis office to include ordering/stocking office and kitchen supplies, processing incoming/outgoing mail and shipments, answering phones, greeting visitors, and supporting the needs of local meetings.
  • Handle routine building maintenance needs (e.g., lighting fixture replacement) as required.
  • Escalate building and property management concerns (e.g., long-term power/equipment outages) to the COO and/or property manager.
  • Plan and assist in managing office events, including those conducted off-site.


REQUIRED QUALIFICATIONS:


  • 8+ years’ experience in an Executive Assistant role
  • 2+ years’ in an Office management and support role

Proficiency with Microsoft Office, particularly MS Word, PowerPoint and Excel

  • Must be able to maintain confidentiality on sensitive matters and follow HIPAA rules around information security



SUCCESS ATTRIBUTES


  • Demonstrated ability to roll-up sleeves and work with team members in a hands-on capacity
  • Possess a track record of success working and influencing a fast-paced, multi-unit / multi-region organization at all levels
  • Manage multiple tasks at one time with proactive follow-up
  • Strong verbal and written communication skills
  • Strong organizational and planning skills
  • Experience with Concur (Travel Planning & Expense Management) preferred
  • Experience in a high growth company preferred

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